On-Site Operations Overview

AdminOnsiteAdmin

🔒Requires permission: Events.OnSite

On-site operations manage everything that happens once caregivers arrive at the event facility. From recording arrivals and conducting orientations to tracking active shifts and managing issues, the on-site module provides real-time visibility into the operational status of every deployed caregiver.

The On-Site Dashboard

The on-site dashboard is the command center for event-day operations. It provides a real-time view of all operational activity, updated automatically as staff record arrivals, complete orientations, and log shift changes.

Dashboard Sections

Section	Description
Expected Arrivals	Caregivers scheduled to arrive today, based on their flight arrival times and hotel check-in dates. Shows name, expected arrival time, flight info, and current status.
Checked-In Caregivers	Caregivers who have arrived and been recorded in the system. Shows arrival time, check-in notes, and whether orientation has started.
Orientation Status	Progress tracking for each caregiver's orientation. Shows which checklist items are complete and what remains. Color-coded: green (complete), yellow (in progress), red (not started).
Active Shifts	Caregivers currently on shift, on break, or otherwise actively deployed. Shows current status, shift start time, assigned unit, and elapsed time.
Issues / Alerts	Operational issues requiring attention. Includes no-shows, document problems, late arrivals, and any manually flagged concerns.

Dashboard Metrics

Summary metrics at the top of the dashboard provide an at-a-glance overview:

Metric	Description
Expected Today	Number of caregivers expected to arrive today.
Checked In	Number of caregivers who have checked in today.
Orientation Complete	Number of caregivers who have completed the full orientation process.
On Shift	Number of caregivers currently on an active shift.
On Break	Number of caregivers currently on break.
Off Shift	Number of caregivers who have completed their shift for the day.
No Show	Number of caregivers who were expected but did not arrive or report for their shift.
Open Issues	Number of unresolved issues or alerts.

info

Dashboard metrics update in real time. Multiple on-site staff can work simultaneously, and all changes are reflected immediately across all sessions.

Filtering the Dashboard

The on-site dashboard supports the following filters to help manage large events:

• Facility -- Filter by facility for multi-facility events.
• Unit -- Filter by unit within a facility.
• Shift -- Filter by shift type (Day, Evening, Night).
• Status -- Show only caregivers in a specific status (Expected, Checked In, On Shift, etc.).
• Date -- View operations for a specific date (defaults to today).

On-Site Workflow

The on-site workflow follows a natural progression as caregivers move through their event deployment:

Expected Arrival --> Check-In --> Orientation --> Shift Assignment --> Active Shift --> Shift Complete

Workflow Stages

Stage	Description	Primary Action
Expected Arrival	The caregiver is scheduled to arrive based on travel arrangements.	Monitor and prepare for arrival.
Check-In	The caregiver physically arrives at the facility or designated check-in location.	Record arrival time, verify identity, add notes.
Orientation	The caregiver completes required orientation steps before beginning work.	Walk through orientation checklist, mark items complete.
Shift Assignment	The caregiver is assigned to a specific unit and shift.	Verify assignment, provide unit-specific information.
Active Shift	The caregiver is on the floor performing clinical duties.	Track status: On Shift, On Break, Off Shift.
Shift Complete	The caregiver has finished their shift for the day.	Log completion, review any issues.

Role-Based Access

Access to on-site operations is controlled by the Events.OnSite permission.

Role	View Dashboard	Record Arrivals	Manage Orientation	Track Shifts	Manage Issues
Admin	Yes	Yes	Yes	Yes	Yes
OnsiteAdmin	Yes	Yes	Yes	Yes	Yes
Coordinator	Yes	Yes	No	No	No
Travel Coordinator	View Only	No	No	No	No

Issues and Alerts

The Issues / Alerts section of the dashboard surfaces problems that require coordinator attention.

Automatic Alerts

The system generates alerts automatically for the following conditions:

Alert Type	Trigger	Severity
No Show	A caregiver was expected to arrive or report for a shift but has not been recorded within 30 minutes of the expected time.	High
Late Arrival	A caregiver arrived but later than the expected time.	Medium
Orientation Incomplete	A caregiver has been checked in for more than 2 hours without completing orientation.	Medium
Document Issue	A caregiver's uploaded documents failed verification.	High
Credential Expiration	A caregiver's clinical credential is expiring within the event period.	High

Manual Issues

Coordinators can create manual issues for situations not covered by automatic alerts:

1. Click Create Issue in the Issues / Alerts section.
2. Select the affected caregiver (or mark as a general event issue).
3. Choose the severity (Low, Medium, High).
4. Enter a description of the issue.
5. Click Save.

Resolving Issues

To resolve an issue:

1. Click the issue in the alert list.
2. Review the details and take appropriate action.
3. Enter a Resolution Note describing how the issue was handled.
4. Click Resolve.

Resolved issues remain in the history for audit purposes but are removed from the active alert list.

Next Steps

• Recording Arrivals -- Learn how to record caregiver arrivals.
• Managing Orientation -- Walk through the orientation checklist process.
• Shift Tracking -- Track caregiver work status and shift activity.